PWS.docx

CHEMICAL ANALYTICAL SERVICES FOR INDUSTRIAL HYGIENE SAMPLING/ANALYSIS

1. GENERAL: This is a non-personnel services requirement to provide laboratory analytical services and related efforts in support of the U.S. Army Corps of Engineers (USACE), Northwestern Division, Walla Walla District (CENWW) for the chemical analysis of heavy metal, ozone, volatile organic compounds, asbestos and other industrial hygiene air, bulk, tape and wipe samples. The Government (USACE) shall exercise any supervision or control over the contract (purchase order) service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: This PWS covers requirements for the contractor to provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform chemical analytical services for industrial hygiene sample analysis. The contractor shall perform to the standards of the PWS.

The contractor’s laboratory shall maintain active and current American Industrial Hygiene Association (AIHA)®-accreditation or must meet the International Organization for Standardization/International Electrotechnical Commission (ISO/IEC) 17025 international standard to ensure the results reported have been generated by a laboratory with a known and certified quality system. If analytical services are subcontracted by the contractor, the subcontractor must maintain active and current American Industrial Hygiene Association (AIHA)®-accreditation or must meet the International Organization for Standardization/International Electrotechnical Commission (ISO/IEC) 17025 international standard to ensure the results reported have been generated by a laboratory with a known and certified quality system.

1.2. Background: The CENWW performs industrial hygiene sampling for operational and construction projects that involve collection of primary samples, split samples and/or quality assurance samples from various industrial operations. Once these samples are collected, analysis by an accredited laboratory is necessary.

1.2.1. Period of Performance:

1.2.2. Preaward

1.2.3 Submittals. The Contractor shall submit the following items:

· Active and current AIHA®-accreditation or International Organization for ISO/IEC 17025 international standard

· Active and current USEPA-accreditation.

1.3. Scope: The contractor shall perform laboratory analysis services, chemical analysis of heavy metals, ozone, asbestos, and other industrial hygiene air samples.

Services include the following methods:

· Occupational Safety and Health Administration (OSHA) ID-215 v2 with Institute of Medicine (IOM) Sampler, Hexavalent Chromium

· National Institute for Occupational Safety and Health (NIOSH) 7300, Welding Fumes

· NIOSH 7500+0600, Silica, Crystalline Quartz (with Respirable Dust)

· NIOSH 7400, Asbestos (A Rule)

· NIOSH 9102, Lead

· OSHA ID-214, Ozone

· NIOSH 7303, Beryllium

· NIOSH 1550, Stoddard Solvents

· NIOSH 7402, Asbestos (by TEM)

· EPA/600/R-96/116; Asbestos Bulk

The following specific information related to the activities and required services is provided:

1) The contractor shall maintain active and current AIHA®-accreditation or shall meet the International Organization for ISO/IEC 17025 international standard to ensure the results reported have been generated by a laboratory with a known and certified quality system.

2) For bulk sample analysis for asbestos and lead-based paint, the laboratory shall maintain active and current USEPA-accreditation.

3) The contractor’s laboratory personnel shall follow chain-of-custody (COC) procedures to ensure sample integrity as IH data are potentially subject to legal proceedings. Reference U.S. Army Public Health Center (APHC) Technical Guide (TG) 141 for an example of a COC record [https://phc.amedd.army.mil/organization/ls/Pages/LOD.aspx]

4) The contractor shall retain all analytical and supporting data for a minimum period of five (5) years following the date of analysis.

5) The capability of providing access to reports electronically via internet is required for all results (report access shall be controlled and prevent unauthorized access to its resources, or any confidential or sensitive information).

The following is required:

Adobe (PDF) file that is fully searchable structured complete data packages (including Quality Control (QC) and raw data).

Sampling tracking and invoice.

6) The contractor shall ship/deliver required media, calibrators, and other supplies to a location address specified by the Government prior to each sampling event. The projected estimates of samples to be collected will be used to determine the numbers and types of sample containers and shipping supplies. The contractor is responsible for coordinating shipment/delivery with the Government.

7) Potential sample matrices will include air, building material, paint and other industrial hygiene sample media.

8) The standard turnaround time will be five (5) business days. However, depending on project needs, required turnaround times may vary for different sampling events. The order laboratory should also provide percentage factor used for fourth (4th) day, third (3rd) day, 48-hour and 24-hour turnarounds.

9) Samples will be collected by Government personnel.

10) Samples and extracts shall be retained by the contractor for a period of six (6) months after date of analysis. The contractor shall provide a listing of the maximum time period for which samples and extracts can be retained for different matrices and analytical parameters.

11) Packages must be available in electronic searchable structured portable deliverable format (PDF).

12) Sample analyses for which the definitive or comprehensive data package is specified may potentially require external data validation by a third party for up to five (5) years following date of analyses. This data package must be suitable for data validation and be legally defensible. The contractor shall retain all analytical data for a period of five (5) years following date of analysis. If external data validation is potentially required for any samples analyzed during this five (5)-year period, the Government will specify the definitive or comprehensive data package prior to sample collection.

13) The contractor shall provide the Government with a copy of all chain of custody form(s) and sample receipt form(s) from the laboratory upon receipt of the samples at the laboratory and have the ability to post this information on the laboratory’s secure internet website.

14) The ability of the laboratory to provide timely (same day) courier services such as delivery or pickup of supplies and samples shall be required on an as needed basis.

15) Invoicing and payment schedule shall be implemented on a quarterly basis

1.4. Contract Structure: The contractor will be notified via e-mail when services are requested. It is important that the contractor provide a valid e-mail address for one point of contact with your company whom you wish to receive these e-mail notifications. If the Point of Contact (POC) changes, please notify the Contracting Officer Representative (COR) immediately. The contractor will have 24 hours to respond to the notification.

1.4.1. Firm-Fixed Price (FFP): Laboratory services to be ordered on an as needed basis. Payments will be made in accordance with actual quantities ordered and accepted by the Government. Price Schedules shall include all costs associated with performance of the required service, to include all labor, materials, and any other direct, indirect or incidental costs necessary for performance of service. Unless the PWS is modified in writing (e.g., there is a change in the scope of services), the obligated amount will not be adjusted.

1.4.2. Quantity Tracking: The contract will include quantities of testing needed. The contractor shall only be paid for work directed and performed as agreed to by the Contracting Officer (KO). At no time shall the contractor exceed the Price Schedule quantities.

1.4.3. Unit Prices: The unit prices per test shall include all efforts needed to produce the lab test report (including review). The contractor’s pricing shall include with each test item all costs associated with performing the tests. The contractor’s pricing shall include all direct costs as well as indirect costs such as overhead, profit, bond, and workers compensation insurance. It should be noted that stand-by time will be paid only when specifically directed by the Government to compensate unanticipated delays that are outside the control of the contractor.

1.4.4. Other Costs: There will be no other costs paid for under this contract, except those which are noted herein and/or shown on the Price Schedule.

1.5. General Requirements:

1.5.1. Quality Assurance: The Government shall evaluate the contractor’s performance under this contract in accordance with the Appendix 1 – Performance Requirement Summary (PRS). The contractor’s performance assessment is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the PRS. The performance threshold in the PRS describes the minimum acceptable level of service required for each requirement. These thresholds are critical to mission success.

1.5.2. Recognized Holidays: The contractor is not required to perform services on federal holidays.

Independence Day

1.5.3. Place of Performance: The work shall be performed at the contractor facility.

1.5.3.1. Sampling Media Delivery: The sampling media shall be delivered as follows:

COR: Name Disclosed After Award U.S. Army Corps of Engineers Walla Walla District 201 North 3rd Ave Walla Walla, WA 99362-1876

1.5.4. Physical Security: The contractor shall be responsible for safeguarding all Government equipment, information, and property provided for contractor use.

1.5.5. Post Award Conference/Periodic Progress Meetings: The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the KO will apprise the contractor of how the Government views the contractor's performance, and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.5.7. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the purchase order and assists in contract administration. The COR is authorized to perform the following functions:

· Assure that the contractor performs the technical requirements of the order.

· Perform inspections necessary in connection with order performance: maintain written and oral communications with the contractor concerning technical aspects of the purchase order.

· Monitor contractor's performance and notifies both the KO and contractor of any deficiencies.

· Provide site entry of contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract.

1.5.8. Authorized Individuals (AI): The AI will be identified by separate letter. The AI is the technical expert and has the authority to perform the following functions:

· Discuss, via phone or email, technical aspects of Industrial Hygiene methods, results, turnaround times, scheduling, analysis, media and other items related to implementation of the contract.

· Request media, equipment and shipping methods for requested items

· Request analysis of samples via Laboratory’s Chain of Custody/Analysis Request forms.

1.5.9. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The contractor shall ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions

2.1.1. CONTRACTOR. A supplier or vendor awarded an order to provide specific supplies or service to the government. The term used in this PURCHASE order refers to the prime.

2.1.2. CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate the PURCHASE order, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the PWS.

2.1.5. DELIVERABLE. Items that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.2. ACRONYMS

3. CONTRACTOR-FURNISHED ITEMS AND RESPONSIBILITIES:

3.1. General. The contractor shall furnish all supplies, equipment, facilities and services required to perform work under the contract that are not listed under section 3 of the PWS.

3.3. Materials. The contractor shall provide filters, tubes, passive monitors, solutions and other, supplies, and equipment necessary to meet the requirements under the PWS. The contractor is responsible for coordinating shipment/delivery with the Government.

3.4. Equipment. The contractor shall provide industrial hygiene sampling pumps and calibrators, IAQ equipment, aerosol and particle counters, stack emission equipment and other sampling instruments for a nominal fee, as needed. The contractor is responsible for coordinating shipment/delivery with the Government.

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Meet certifications, licenses, and training requirements and are up to date.

All certifications, licenses, and training are current 100% of the time.

Receive a copy of current certification

The standard turnaround time will be five (5) business days. However, depending on project needs, required turnaround times may vary for different sampling events. The order laboratory should be able to provide a turnaround time frame within 24-hour of being notified.

The standard turnaround time will be five (5) business days on laboratory analysis services.